Capital Plan budget

Energy $mart Schools NYSED Capital & Maintenance Planning Reports Toolbox (For Producing Comprehensive Maintenance Plans, Five-Year Capital Facilities Plans & Facility Report Cards) INTRODUCTION This template was designed by the New York State Energy Research and Development Authority and the New York State Education Department to help New York Schools produce required annual reports easily and effectively. After you enter your schools' data once, it will print out on three reports. The Toolbox also acts as a database that can be easily updated each year. Some of the appendices contained in the Toolbox provide templates for a Preventive Maintenance (PM) program. In addition to reducing your paperwork, organizing your building data and your requests for expenses between your Five-Year Capital Facilities Plan, your Facility Report Cards and your Comprehensive Maintenance Plan (CMP), this template tries to serve a variety of objectives, including: ► Fulfill NYSED Commissioner’s Regulation 155.4(d)(2) to develop and annually update a Comprehensive Maintenance Plan (CMP). ► Help ensure that all school buildings in New York State are maintained in a state of good repair, combing data from the CMP and Report Cards. ► Help Superintendents of Buildings and Grounds (SBGs) manage operating costs (energy, annual maintenance, and repairs) with effective maintenance. ► Help improve occupant health, safety and comfort ► Help justify capital expenses that reduce energy or maintenance costs. ► Focus preventive maintenance approaches to improve overall maintenance. ► Document capital expenses above and beyond annual costs (for service contracts, supplies, and reoccurring costs) that will be included in the Five-Year Capital Facilities Plans . By showing the benefits of these capital expenses in reducing maintenance and energy costs, it will help justify each year's capital costs. INSTRUCTIONS 1) Beginning with the yellow General Info tab, fill in all information as prompted. The information provided on the General Info tab will automatically transfer to the other tabs in the spreadsheet, so the information only needs to be provided once. 2) Continue to fill out the other yellow tabs. Additional instructions highlighted at the top of each page. 3) The green tabs are used only to review and print the Five Year Capital Plan and the Facility Report Card. No data needs to be entered on the green tabs, but an idividual school's Capital Plan budget or an individual school's Report Card can be viewed before printing. 4) The blue Appendix tabs are there as resources, but will not be included in reports unless selected. 5) When information is entered, use the print button below to generate the reports. The individual tabs throughout the tool are also print-formatted, so each report can be printed as needed. PRINT REPORTS Energy $mart Schools Comprehensive Maintenance Plan (CMP) GENERAL INFORMATION Date: School District: BOCES: Plan Year: Number of Schools in District: Number of Buildings in District: 2/1/2005 Sample Town CSD Valley View BOCES 2005 4 4 Person Preparing this Plan: Title/Position Address: City: State: Zip: Telephone: Fax: E-mail: John Doe Superintendent of Buildings and Grounds 101 Main Street Albany NY 12345 999-999-9999 888-888-8888 test@imagine.com Energy $mart Schools District: Sample Town CSD Elementary Elementary School 123456789 1234 Willow Road Sacketts Harbor NY 12345 1958 95,000 2 Yes 1,175 1,200 K-6 Owned Natural Gas Prepared by: John Doe Date: 02/01/2005 FACILITIES INVENTORY Name of School/Facility BEDS Code Street Address City State ZIP Year Built Square Footage # of Floors Basement? Enrollment Capacity Grades Ownership Type: Primary Heat Source: Good Grades Middle School 987654321 9 Chain Road Albany NY 12345 1967 100,300 1 No 1,200 1,500 6-8 Operated Oil Example School 3 Example School 4 Example School 5 Example School 6 Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 OVERVIEW Summary of Overall Conditions School Name Insert assessment here… Elementary Elementary School Insert assessment here… Good Grades Middle School Insert assessment here… Example School 3 Insert assessment here… Example School 4 Insert assessment here… Example School 5 Insert assessment here… Example School 6 General Conditions and Goals Work Order Systems To help with unplanned maintenance and repairs, do you have a work-order system in place? If yes, approximately how many work orders were completed last year? Yes/No Service Contracts Indicate all systems that have preventive maintenance (PM) or service and repairs performed under service contracts with outside contractors. Yes/No Heating Air Handling Cooling HVAC Controls Fire Protection/Suppression Plumbing Other Yes Yes Yes Yes Yes Yes Yes Computer/PA Roof Backup Power Electrical Distribution Lighting Landscaping Other Yes/No Yes Yes No Yes Yes No No Yes Has the District compared costs of these contracts with in-house costs to ascertain whether the service contracts are cost-effective? Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 DISTRICT LEVEL BUDGET SUMMARY Estimated Costs to Restore Buildings to a State of Good Repair Element Site Elements Roofing Envelope Elements Structural Interior Elements/Finishes Electrical Plumbing HVAC Special Construction Emergency Systems (fire alarm, sprinklers, public address, etc.) Other Cost Estimate $ $ $ $ $ $ $ $ $ $ 11,000 12,000 Notes Estimated Annual Costs to Keep Buildings in a State of Good Repair Cost Estimate $ $ $ $ $ $ $ $ $ $ 2,000 9,000 Notes Projected Budget for O&M Costs Cost Estimate $ $ $ $ $ $ $ $ $ $ 3,000 6,000 - Notes $ - $ - $ - TOTAL Estimated Cost $ 23,000 $ 11,000 $ 9,000 Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 PREVENTIVE MAINTENANCE PLAN Preventive Maintenance (PM) typically provides significant benefits such as: · · · · · · Lower overall maintenance costs versus correcting problems after they occur; Reduce equipment down time; Lower energy costs by maintaining systems in a more efficient operating condition; Lower replacement costs through longer equipment life; Improve indoor environment; and Improve occupant comfort, health and safety. Approach Used in this District Does the District perform PM? If so, what types of systems do you use (e.g., informal schedules, formal schedules with charts for maintenance intervals, computerized maintenance management systems (CMMS) with PM assignments automatically generated)? Example: We use a spreadsheet systems with all our major equipment and the maintenance intervals recommended in the O&M manuals. Our Office Manager … Lessons Learned What lessons have been learned in the District about the usefulness of PM? What works best and what doesn’t work well that can be shared with other Districts? Checklist of Items Being Serviced Through PM Performing PM is one way of demonstrating that the District takes good care of existing systems and deserves State funding when those systems eventually wear out. The PM Checklist in Appendix A can be used to show which systems are maintained with PM. The list can also serve as a prompt to work with systems that may have needed more regular PM. The list should only be considered a starting point and how it is used will depend on the District's specific needs. Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 HEALTH & SAFETY Description of Health and Safety Committee activities: Yes/No Yes Does the district have a health and safety committee? No Does the Health and Safety Committee have a chairperson? John Milton - Name 212-867-5309 - Phone Number milty@school.com - Email Does the Health and Safety Committee membership include: Yes - District Officials No - Staff Yes - Bargaining Units No - Parents Yes Did the Health and Safety Committee receive any type of training? Health and Safety Committee membership expanded during construction to include district officials, staff, bargaining units, parents and: Yes - Project Architect Yes - Project Engineer No - Construction Manager Yes - Contractors 3-5 Times / School Year Frequency of Health and Safety Committee meetings (check one): ENVIRONMENTAL AWARENESS SCHOOL/FACILITY: Elementary Elementary School Yes/No Yes Good Grades Middle School Yes/No Yes Example School 3 Yes/No Example School 4 Yes/No Example School 5 Yes/No Example School 6 Yes/No Environmental Awareness Has this building been tested for the presence of lead: paints, plumbing, etc.? Based on the testing results, are there elements in this building that would require construction or maintenance projects to be conducted in accordance with the US Department of Housing and Urban Development Guidelines for the Evaluation and Control of Lead Based Paint Hazards in Housing? If yes, has this type of work been done in accordance with the Guidelines? Does this building contain known or assumed Asbestos Containing Building Materials? (ACBM) If yes, has an original Asbestos Hazard Emergency Response Act (AHERA) management plan been developed for this building? (The AHERA Management Plan for this building must be able to be viewed at the main office during normal business hours). When was the AHERA management plan last updated? Has the district reviewed the geological potential for the presence of radon from the New York State Dept. of Health Radon Measurement Database? Did the geological potential indicate testing this facility was necessary? If yes, did the highest test in this building exceed 4pCi/L? If yes, describe mitigation activities: Elementary Elementary School Good Grades Middle School Example School 3 Example School 4 Example School 5 Example School 6 No Yes Yes No Yes Yes Yes 4/4/2004 Yes No Yes Yes 3/3/2003 Yes Yes Yes Mitigation activities described here. Mitigation activities described here. Mitigation activities described here. Mitigation activities described here. Mitigation activities described here. Mitigation activities described here. Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 INTEGRATED PEST MANAGEMENT SCHOOL/FACILITY: Elementary Elementary School Good Grades Middle School Example School 3 Example School 4 Example School 5 Example School 6 Status of measures to assure acceptable integrated pest management: Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Does this building have an Integrated Pest Management program? See Appendix B. Yes Yes Does this building have a person designated to oversee the pest management program? No Yes Has this building established a list of persons to notify at least 48 hours prior to the application of pesticides? Yes Yes Have pesticide application summary reports been provided to all parents and staff pursuant to CR 155.24? No Yes Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Good Grades Middle School Example School 3 Date: 02/01/2005 Example School 4 Example School 5 Example School 6 INDOOR ENVIRONMENTAL QUALITY SCHOOL/FACILITY: Elementary Elementary School Status of actions and policies taken to assure acceptable indoor environmental quality: Does this building use the US Environmental Protection Agency’s Indoor Air Quality Tools for Schools Action Kit? Does this building have a procedure in place for reporting indoor environmental quality concerns? Is ventilation with outdoor air available in all occupied spaces? 1) Is all ventilation and exhaust equipment operational? 2) Are all outdoor air intakes unobstructed and clear of foreign objects? 3) Are all outside air damper controls in place and operational? 4) Have facilities operations been reviewed with respect to impact on outside air intakes (i.e., vehicle emissions, waste storage, mowing, etc.)? Are there any unresolved complaints regarding the indoor environment at this facility? If yes, describe for each building: Elementary Elementary School Good Grades Middle School Example School 3 Example School 4 Example School 5 Example School 6 Are the heating, ventilation, and air conditioning equipment cleaned and maintained in accordance with manufacturer’s instructions (e.g., filter changes, coils cleaned, etc.)? Has the interior of ductwork (air passageways) been inspected for cleanliness within the past year? Have exterior ductwork and rooftop air handling units been inspected for leaks within the past year? Yes/No Yes Yes Yes Yes Yes Yes Yes Yes Yes/No No No No No No Yes Yes Yes Yes/No Yes/No Yes/No Yes/No IEQ description here. IEQ description here. IEQ description here. IEQ description here. IEQ description here. IEQ description here. Yes Yes No Yes Yes No Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Good Grades Middle School Example School 3 Date: 02/01/2005 Example School 4 Example School 5 Example School 6 INDOOR ENVIRONMENTAL QUALITY SCHOOL/FACILITY: Elementary Elementary School Does the District have a policy encouraging the use of environmentally friendly products? Does the District annually review products used in and around the building with the intent of reducing or eliminating hazardous chemicals that occupants and visitors are exposed to, including volatile organic compounds (VOCs), semi-volatile organic compounds, etc. (cleaning supplies, repair and maintenance supplies, materials, etc.)? Does the District perform an annual review to ensure hazardous chemicals used as part of instructional programs are used and stored properly? Is each building inspected for roof leaks, growth of mold and mildew, evidence of rodent infiltration, and other indicators of potential problems to acceptable IEQ? What level (dB) of maximum background accoustic settings has been set for classrooms? Does this facility regularly test and record levels of CO, CO2, total VOCs, Radon, mold spores, etc? Does this facility regularly measure and track relative humidity levels? Does this facility verify lighting levels meet Illuminating Engineering Society guidelines each year? Does this facility follow green cleaning guidelines? Is this facility seeking to comply with a whole building sustainable guideline, such as the U.S. Green Building ® Council's LEED for Existing Buildings? No Yes Yes Yes No Yes Yes Yes 35 Yes Yes Yes No 70 Yes Yes Yes No Yes No Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 ENERGY BENCHMARKING SCHOOL/FACILITY: Status of measures taken to optimize energy use: What was this building’s score in the U.S. Environmental Protection Agency’s Energy ® Star Portfolio Manager ? Elementary Elementary School Current Year Last Year Good Grades Middle School Current Year Last Year Example School 3 Current Year Last Year Example School 4 Current Year Last Year Example School 5 Current Year Last Year Example School 6 Current Year Last Year 60 50 60 50 Yes/No Has this building’s energy use been benchmarked using NYSERDA’s Energy Smart Schools Program against other New York schools? Do you follow the U.S. Environmental Protection Agency’s ENERGY STAR® and U.S. Department of Energy’s FEMP purchasing standards? Who manages the energy use for this building (Name and Title)? Estimated electricity costs for current year (In Dollars): Estimated natural gas costs for current year (In Dollars): Estimated fuel oil costs for current year (In Dollars): Estimated other energy costs for current year (In Dollars): Estimated electricity consumption for next year (In kWh): Estimated natural gas consumption for next year (In Therms): Estimated fuel oil consumption for next year (In Gallons): Estimated other energy consumption for next year (List Units Here): What is the facility's goal to score in the Portfolio Manager in one year ? What is the facility's goal to score in the Portfolio Manager in three years? Yes/No Yes/No Yes/No Yes/No Yes/No Yes No No No $35,000.00 $40,000.00 $0.00 $3,000.00 250,000 200,000 0 0 60 75 $20,000.00 $0.00 $18,000.00 $5,000.00 400,000 0 40,000 0 60 75 Energy $mart Schools District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 MAJOR PROJECTS DURING LAST YEAR SED # (if applicable) SED #00-00-00-00-0-000 Brief Project Description Example: New Boiler Controls Project Dates 5/5/03 to 9/5/03 Costs $120,000 Project Benefits Reduce energy costs $150/year, eliminate frequent repairs. TOTAL $120,000 Energy $mart Schools District: Sample Town CSD Facility Name Elementary Elementary School Elementary Elementary School Elementary Elementary School Good Grades Middle School Good Grades Middle School Elementary Elementary School SED Number Project Description Prepared by: John Doe Funding Source Capital Cost Date: 02/01/2005 Annual Benefits Notes PLANNED CAPITAL PROJECTS Year Priority Construction Type Project Type 43305439053 New RTUs 2 1 New Construction Major System $30,000.00 121212121234124 New Windows Treat pest problems in 36 classrooms 5 3 Addition Health/Safety Capital $20,000.00 34059384535 2 3 Alteration Health/Safety Bond $10,000.00 Lower energy costs, reduced service contract, and defer planned replacement (est repl cost $250K) by 5-8 years. 121212121234124 Example 1 2 Alteration Energy Bond $15,600.00 $12,000.00 10294958771729 Remove remaining asbestos 4 2 Addition Health/Safety Capital $60,000.00 3242309482 Example 2 2 Alteration Major Repair Bond $20,000.00 $4,000.00 School Facility Report Card School District/BOCES: School Building Address: Certificate of Occupancy Status: Sample Town CSD -- , 0 Expiration Date: 0 1/0/1900 Building Name: Example School 6 << Select to change school Location where certificate of occupancy is posted: Section I: School Building General Information 1. Person completing this School Facility Report Card: John Doe Date: 2/1/2005 2. Right-to-Know designee concerning this school building and School Facility Report Card: Name: John Doe Position: Superintendent of Buildings and Grounds Address: 101 Main Street 3.a. Original Construction Date (year): 3.b. Present size of school building (SF): 4. Grade levels currently housed in this building: 0 0 0 Number of floors: 0 Basement? (Yes/No): 0 Current enrollment: 0 0 0 Telephone: 999-999-9999 Fax: 888-888-8888 City: Albany E-mail: test@imagine.com Zip: 12345 5. Upgrades to school building systems can be viewed on the Building Condition Survey? 6. Number of different types of program spaces currently in this school building can be viewed on the Building Condition Survey? Section II: School Building Ratings 7. Date current 5-year building condition survey conducted: Overall school building safety rating from Building Condition Survey as certified by the Board of Education: 8. Date current year annual visual inspection conducted: Overall condition: 1/0/1900 0 1/0/1900 0 Section III: Building Capital, Maintenance, and Operations Information 9. List any current unsatisfactory building systems that have not been corrected since the previous Building Condition Survey. (Add additional sheets as necessary) Building systems listed here. 10. Estimated remaining useful life of school building and systems can be viewed on the Building Condition Survey? (Yes/No) 11. The need for routine maintenance, repairs, rehabilitation, reconstruction, and construction can be viewed on the Capital Facilities Plan? (Yes/No) List prioritized health and safety improvements for this facility as indicated in the five year plan: Year Priority 0 0 Description School Facility Report Card Site Elements Roofing Envelope Elements Structural Interior Elements/Finishes Electrical Plumbing HVAC Special Construction Emergency Systems (fire alarm, sprinklers, public address, etc.) Other TOTAL Estimated Cost Estimated Costs to Restore Buildings to a State of Good Repair Cost Estimate 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Estimated Annual Costs to Keep Buildings in a State of Good Repair Cost Estimate 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Projected Budget for O&M Costs Cost Estimate 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 12. Estimated energy costs for current school year by type: Electricity: $0.00 Fuel Oil: $0.00 Total estimated energy costs: $0.00 Section IV: Health and Safety 13. Description of Health and Safety Committee activities: a. Does the district have a health and safety committee? b. Does the Health and Safety Committee have a chairperson? c. Phone number of Health and Safety Committee Chairperson: Gas: $0.00 Other: $0.00 Yes/No Yes No 212-867-5309 Name: John Milton Email: milty@school.com d. Basic Health and Safety Committee membership: - District Officials - Staff - Bargaining Units Yes No Yes - Parents e. Health and Safety Committee membership expanded during construction to include - Project Architect - Project Engineer No Yes Yes - Construction Manager - Contractors f. Frequency of Health and Safety Committee meetings (check one): No Yes 3-5 Times / School Year School Facility Report Card School Facility Report Card Section V: Environmental Awareness 14. Lead testing: a. Has this building been tested for the presence of lead: paints, plumbing, etc.? b. Based on the testing results, are there elements in this building that would require construction or maintenance projects to be conducted in accordance with the US Department of Housing and Urban Development Guidelines for the Evaluation and Control of Lead Based Paint Hazards in Housing? c. If yes, has this type of work been done in accordance with the Guidelines? 15. Federal Asbestos Hazard Emergency Response Act (AHERA) Plan: a. Does this building contain known or assumed asbestos containing building materials? (ACBM) b. If yes, has an original AHERA management plan been developed for this building? (The AHERA Management Plan for this building may be viewed at the main office during normal business hours). c. When was the AHERA management plan last updated? 16. Radon testing: a. Has the district reviewed the geological potential for the presence of radon from the NYSDOH Radon Measurement Database? b. Did the geological potential indicate testing this facility was necessary? c. If yes, did the highest test in this building exceed 4pCi/L? d. If yes, describe mitigation activities: Mitigation activities described here. 0 0 0 0 0 1/0/1900 Yes/No 0 0 0 17. Integrated Pest Management Program: a. b. Does this school have an integrated pest management program? Does this school have a person designated to oversee the pest management program? 0 0 c. d. Has this school established a list of persons to notify at least 48 hours prior to the application of pesticides? Have pesticide application summary reports been provided to all parents and staff pursuant to CR 155.24? 0 0 18. Status of measures taken to assure acceptable indoor air quality: a. Does this school utilize the EPA Indoor Air Quality Tools for Schools Action Kit? b. Does this school have a procedure in place for reporting indoor air quality concerns? 0 0 School Facility Report Card c. Is ventilation with outdoor air available in all occupied spaces? 1. Is all ventilation and exhaust equipment operational? 0 0 0 0 0 0 2. Are all outdoor air intakes unobstructed and clear of foreign objects? 3. Are all outside air damper controls in place and operational? 4. Have facilities operations been reviewed with respect to impact on outside air intakes (i.e., vehicle emissions, waste storage, mowing, etc.)? d. Are there any unresolved complaints regarding indoor air at this facility? IEQ description here. If yes, describe: e. Maintenance: Heating, ventilation, and air conditioning equipment are cleaned and maintained in accordance with manufacturer’s instructions (i.e., filter changes, coils cleaned, etc.) f. Has the interior of ductwork (air passageways) been inspected for cleanliness? g. Have exterior ductwork and rooftop air handling units been inspected for leaks? h. Operations and maintenance program: 1. Does the District have a policy encouraging the use of environmentally friendly products? 2. Products entering a school building are reviewed with the intent of reducing or eliminating hazardous chemicals, including volatile organic compounds (VOCs), semivolatile organic compounds, etc. (cleaning supplies, repair and maintenance supplies, materials, etc.). 3. Review performed to ensure hazardous chemicals used as part of instructional program are used and stored properly. i. Buildings are inspected for roof leaks, growth of mold, evidence of rodent infiltration, and other potential problems to acceptable IAQ. j. Is this facility seeking to comply with a whole building sustainable guideline, such as the U.S. Green Building Council's LEED® for Existing Buildings? 0 0 0 0 0 0 0 0 Sample Town CSD Valley View BOCES Five-Year Capital Facilities Plan Submitted/Revised 2/1/2005 Table of Contents Item Executive Summary Building Inventories Elementary Elementary School Good Grades Middle School Example School 3 Example School 4 Example School 5 Example School 6 District Analysis and Prioritization Estimated Expenses Elementary Elementary School Good Grades Middle School Example School 3 Example School 4 Example School 5 Example School 6 9 10 11 12 13 14 2 3 4 5 6 7 8 Page 1 Executive Summary Following are the people who prepared this plan and the resources used: People and resources here. Following is a narrative of the general conditions of each facility: Facility Name Narrative Elementary Elementary School Insert assessment here… Good Grades Middle School Insert assessment here… Example School 3 Insert assessment here… Example School 4 Insert assessment here… Example School 5 Insert assessment here… Example School 6 Insert assessment here… Building Inventory Form Building Name: Bed Codes Number: Address: Use: Total square footage: Example School 6 0 -- , 0 Current enrollment: Rated Capacity: 0 0 0 Ownership: 0 Building Condition Survey Rating: 0 Building Age: Construction Year Original Addition #1 Addition #2 Addition #3 Addition #4 Addition #5 Addition #6 Addition #7 Addition #8 Addition #9 Addition #10 0 0 0 0 0 0 0 0 0 0 0 Square Footage 0 0 0 0 0 0 0 0 0 0 0 Heating System Energy Source: Energy Consumption: (per year) 0 0 kWh (electricity) 0 gallons (fuel oil) 0 therms (natural gas) 0 units (other) Probable Useful Life of Building: 0 years Estimated Replacement Value: $0.00 District-Wide Analysis and Prioritization District: Year 1 Sample Town CSD SED Number 121212121234124 Priority 2 Facility Name Good Grades Middle School Costs $15,600.00 Year Total Year 2 SED Number 3242309482 34059384535 43305439053 Priority 2 3 1 Facility Name Elementary Elementary School Elementary Elementary School Elementary Elementary School $15,600.00 Costs $20,000.00 $10,000.00 $30,000.00 Year Total Year 3 SED Number Priority Facility Name $60,000.00 Costs Year Total Year 4 SED Number 10294958771729 Priority 2 Facility Name Good Grades Middle School $0.00 Costs $60,000.00 Year Total Year 5 SED Number 121212121234124 Priority 3 Facility Name Elementary Elementary School $60,000.00 Costs $20,000.00 Year Total District Total $20,000.00 $155,600.00 Facility Estimated Expenses District: Facility Name: Sample Town CSD Example School 6 << select to change school New Construction Major System Major Repair Alterations Addition Energy Year 1 Priority SED # Item Description Year Total Capital Bond Cost $0.00 Cost $0.00 Cost $0.00 Cost $0.00 Cost $0.00 $0.00 Year 2 Priority SED # Item Description Year Total Year 3 Priority SED # Item Description Year Total Year 4 Priority SED # Item Description Year Total Year 5 Priority SED # Item Description Year Total Facility Total Energy $mart Schools Comprehensive Maintenance Plan (CMP) District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 Equipment Inventory School: ________________________________ Date Updated: ____________________________ Efficiency Rating 75% Number in Building 2 Expected Service Life (yrs) 35 Suggested Maint Interval (# per year) 4 Annual Maintenance Cost ($) $1,200 Heating Systems Boilers Furnaces Condenser pumps Deaerator tank Steam traps Steam valves Fuel tanks & distribution Heat exchangers Terminal/package units Fin tubes/radiators Dampers/draft control Ductwork Stacks Insulation Piping Valves Control sensors P.M. Ref # HS 2004-01 Manufacturer IBR Model # K500-B Serial # 123-456-78 Size 500,000 Btu Fuel Type Gas Installation Date 1977, 1992 Location Boiler room next to loading dock Special Tools Required No. 14 3-headed left-handed propanepowered pneumatic sprocket Notes Air Handling Systems Air handling units Unit ventilators Fans Fire dampers Filters Humidifiers P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Cooling Systems Condensing units Air compressors Heat exchangers Packaged A/C units Chillers CHW Pumps Heat pumps Fire Protection/ Suppression Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Equipment Inventory School: ________________________________ Sprinkler piping Backflow preventers Sprinkler heads Fire extinguishers Fire hose system Standpipe connection Fire pumps Grease hood extinguisher Alarms and detectors Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Date Updated: ____________________________ Mechanical Controls Compressors Pneumatic valves/levers Pneumatic tubing Electronic controls P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Location Special Tools Required Notes Plumbing Systems Cold water piping Water heaters Hot water piping Circulation pumps Sump pumps Valves and traps Septic tanks P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Lighting Systems Fluorescent fixtures Incandescent fixtures HID fixtures Lighting panels Emergency lighting Exterior lighting Occupancy controls Daylight controls Other controls P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Signal Systems Computer data Public address Television Telephone Clock system Fire alarms P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Equipment Inventory School: ________________________________ Security alarm/devices Foundation and Substructure Footings Foundation walls Slab/beams on grade Piling/Posts How? Waterproofing How? Insulation Underdrains How? Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Date Updated: ____________________________ P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Location Special Tools Required Notes Superstructure Columns Beams Floor structure Roof structure Monolithic bearing walls Stairs and railings Structural bracing Welds/connectors P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Roof Systems Roofing Insulation Paving and ballast Paving? On a roof? Curbs/supports Expansion/seismic joints Drains, gutters, etc. Drywells Flashing and trim Fasteners Snow stops Roof openings Parapet caps P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Exterior Wall Systems Facade integrity Cladding/sheathing Doors Window systems Balcony walls/railings P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Equipment Inventory School: ________________________________ Louvers and screens Expansion/seismic joints Insulation Protective coating Sealants Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Date Updated: ____________________________ Interior Construction Fixed partitions Demountable partitions Retractable partitions Doors Carpet Resilient tile/sheet Ceramic/clay tile Terrazzo Paint Vinyl/fabric wall cover Ceiling system P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Location Special Tools Required Notes Power Generation Generators Transfer switches Transformers Service wiring Substation Switchgear Overcurrent protection Power Distribution Systems Main distribution panel Wiring, conduits, & distribution panels Electrical receptacles Circuit breakers Electric baseboard heaters Heat trace P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Landscaping Systems Irrigation Tree/shrub/flower bed plantings Turf/lawn P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Equipment Inventory School: ________________________________ Walks/plazas Playfields and Playground Systems Athletic fields Hard surface courts Swings Safety mats Gravel and containment Markings/painting Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Date Updated: ____________________________ P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Location Special Tools Required Notes Vehicular Systems Parking lots Roads/drives Curbs Fire lanes P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Location Special Tools Required Notes Site Utilities Fuel tanks Fuel distribution piping Storm drainage Fire hydrant systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Specialties Toilet partitions Display boards Projection screens Display cases Lockers Elevators equipment Food service equipment Woodworking shop equipment Auto/engine shop equipment Vaults Swimming pools P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Efficiency Rating Number in Building Installation Date Expected Service Life (yrs) Location Suggested Maint Interval (# per year) Special Tools Required Annual Maintenance Cost ($) Notes Energy $mart Schools Comprehensive Maintenance Plan (CMP) District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 PM Checklist and Log School: ____________________________________ Year: ________________ Implementor M Frequency/Year 4 10 4 4 2 4 1-4 1 2 4 4 4 2 4 2 4 1 2 Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff Jan Feb x Mar Apr May Jun Jul G = Grounds crew Aug x Sep CC = Contracted to others Oct x Nov Dec x Heating Systems Boilers Boiler water treatment Furnaces Condenser pumps Deaerator tank Steam traps Steam valves Fuel tanks & distribution Heat exchangers Terminal/package units Fin tubes/radiators Dampers/draft control Ductwork Stacks Insulation Piping Valves Control sensors P.M. Ref # HS 2004-01 Air Handling Systems Air handling units Unit ventilators Fans Fire dampers Filters Humidifiers P.M. Ref # Implementor Frequency/Year 4 4 2 1 2-4 2 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Cooling Systems Condensing units Air compressors Heat exchangers Packaged A/C units Chillers: oil levels and operation Chillers: other CHW Pumps Heat pumps P.M. Ref # Implementor Frequency/Year 4 12 2 4 52 12 2-4 4 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 PM Checklist and Log School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff G = Grounds crew CC = Contracted to others Fire Protection/Suppression Systems Sprinkler piping Backflow preventers Sprinkler heads Fire extinguishers Fire hose system Standpipe connection Fire pumps Grease hood extinguisher Alarms and detectors Mechanical Controls Compressors Pneumatic valves/levers Pneumatic tubing Electronic controls Plumbing Systems Cold water piping Water heaters Hot water piping Circulation pumps Sump pumps Valves and traps Septic tanks Lighting Systems Fluorescent fixtures Incandescent fixtures HID fixtures Lighting panels Emergency lighting Exterior lighting Occupancy controls Daylight controls Other controls Signal Systems Computer data Public address Television Telephone Clock system Fire alarms Security alarm/devices District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 PM Checklist and Log School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff G = Grounds crew CC = Contracted to others Foundation and Substructure Footings How? Foundation walls Slab/beams on grade Piling/Posts How? Waterproofing How? Insulation Underdrains How? Superstructure Columns Beams Floor structure Roof structure Monolithic bearing walls Stairs and railings Structural bracing Welds/connectors Roof Systems Roofing Insulation Paving and ballast Paving? On a roof? Curbs/supports Expansion/seismic joints Drains, gutters, etc. Drywells Flashing and trim Fasteners Snow stops Roof openings Parapet caps Exterior Wall Systems Facade integrity Cladding/sheathing Doors Window systems Balcony walls/railings Louvers and screens Expansion/seismic joints Insulation Protective coating Sealants District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 PM Checklist and Log School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff G = Grounds crew CC = Contracted to others Interior Construction Fixed partitions Demountable partitions Retractable partitions Doors Carpet Resilient tile/sheet Ceramic/clay tile Terrazzo Paint Vinyl/fabric wall cover Ceiling system Power Generation Generators Transfer switches Transformers Service wiring Substation Switchgear Overcurrent protection Power Distribution Systems Main distribution panel Wiring, conduits, & distribution panels Electrical receptacles Circuit breakers Electric baseboard heaters Heat trace Landscaping Systems Irrigation Tree/shrub/flower bed plantings Turf/lawn Walks/plazas Playfields and Playground Systems Athletic fields Hard surface courts Swings Safety mats Gravel and containment Markings/painting Vehicular Systems District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005 PM Checklist and Log School: ____________________________________ Parking lots Roads/drives Curbs Fire lanes Site Utilities Fuel tanks Fuel distribution piping Storm drainage Fire hydrant systems Specialties Toilet partitions Display boards Projection screens Display cases Lockers Elevators Waste handling equipment Food service equipment Woodworking shop equipment Auto/engine shop equipment Vaults Swimming pools Raised computer flooring Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff G = Grounds crew CC = Contracted to others Preventive Maintenance Work Order Sheet Equipment to be Worked on: School District: School: Performed By: Type of PM to be Performed: Monthly Quarterly Date Issued: Date Completed: PM Code #: Semi-Annual Annual Other Time to Allow for Perform PM Work: Tools Required: Hour (s) Description of Work to be Performed: 1. Remarks: 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Additional Follow-up Activities Needed: O&M Specification Language A. Operation and Maintenance Instructions: Arrange for each Installer of equipment that requires regular maintenance to meet with the Owner's personnel to provide instruction in proper operation and maintenance of the installed equipment. Provide instruction by manufacturer's representatives if installers are not experienced in operation and maintenance procedures. Include a detailed review of the following items: 1 2 3 4 5 6 7 8 9 10 11 12 Maintenance manuals. Record documents. Spare parts and materials. Tools. Lubricants. Fuels. Identification systems. Control sequences. Hazards. Cleaning. Warranties and bonds. Maintenance agreements and similar continuing commitments. B. Maintenance Manuals: Organize operation and maintenance data into suitable sets of manageable size. Bind properly indexed data in individual, heavy-duty, 3-ring, vinyl-covered binders, with pocket folders for folded sheet information. Mark appropriate identification on front and spine of each binder. Include the following types of information: 1 2 3 4 5 6 7 8 PM intervals Emergency instructions. Spare parts list. Copies of warranties. Wiring diagrams. Inspection procedures. Shop Drawings and Product Data. Replacement schedules for filters, seals, lubricants, etc. C. Training: As part of instruction for operating equipment, demonstrate the following procedures: 1 2 3 4 5 6 7 8 Startup. Shutdown. Emergency operations. Noise and vibration adjustments. Safety procedures. Economy and efficiency adjustments. Effective energy utilization. Periodic PM procedures. Best Practices Guides and Resources US Environmental Protection Agency (EPA) Indoor Air Quality Tools for Schools Action Kit is available by calling 1-800-438-4318 or online at www.epa.gov/iaq/schools/toolkit.html . US EPA Integrated Pest Management (IPM) in Schools resources are available online at www.epa.gov/pesticides/ipm/index.htm . The popular EPA booklet, "Pest Control in the School Environment: Adopting IPM" is designed to encourage and assist school officials in examining and improving their pest management practices. It identifies ways to reduce the use of pesticides in school buildings and landscapes, as well as alternative methods of managing pests commonly found in schools. A copy of the booklet may be obtained on-line by contacting the National Service Center for Environmental Publications , or by phone at 1-800490-9198. The EPA publication number is EPA 735-F-93-012. US EPA Energy Star Portfolio Manager and the New York State Energy Research and Development Authority (NYSERDA) Energy Smart Schools Program free energy benchmarking service is available by calling 1-866NYSERDA. US Department of Energy, Energy Smart Schools Program has numerous resources available at www.rebuild.org/sectors/ess/index.asp School Operations and Maintenance: BEST PRACTICES FOR CONTROLLING ENERGY COSTS, A Guidebook for K-12 School System Business Officers and Facilities Managers. U.S. Department of Energy Office of Energy Efficiency and Renewable Energy Weatherization and Intergovenmental Program, Rebuild America EnergySmart Schools Program, August 2004. ADDITIONAL REFS TO BE ADDED